Answer GorillaDesk Visit and Invoice Questions on WhatsApp

This recipe answers “when is my next treatment” and “how much do I owe” from GorillaDesk, so your office does not have to look them up. Part of connecting GorillaDesk to WhatsApp and AI chat.

What happens today

Recurring customers message before each visit to check the date, to ask whether they need to be home, or to ask about an invoice they did not recognise. Each one sends someone into GorillaDesk to find the route, the job and the account, for an answer that is already there.

The flow that works

AeroChat finds the customer in GorillaDesk by the phone number they message from.
For a visit question, it reads their scheduled jobs and replies with the next date, time window and service.
For an invoice question, it reads their open invoices and replies with what is due.
It adds a note to the customer when they tell it something your team should know, such as a locked gate.
Changes and disputes go to your office.

The recipe

Copy this into AeroChat

When a customer asks about their next visit, their service plan or what they owe, follow these steps.

Find their customer record in GorillaDesk by the phone number they are messaging from. If there is no match, ask for the address on their account, and only continue if it matches.

If they have more than one service location, ask which property they mean.

For a visit question, reply with the date and time window of their next scheduled job and the service it covers. If they need to prepare, for example keep pets inside, tell them from our knowledge base.

For an invoice question, reply with each open invoice number, the amount due and the due date.

If they tell us about access, pets or a new problem, add a note to their customer record in GorillaDesk and confirm.

If they want to change a visit, cancel their plan or dispute an invoice, hand the conversation to our office.

Never change a job, an invoice or a service plan. Reply in the customer’s language.

Change the preparation advice in your knowledge base to match your treatments before you paste it.

What to connect

GorillaDesk. Activate the API add-on under Add-Ons, create an API key and paste it in when AeroChat asks. AeroChat reads customers, jobs and invoices and adds customer notes.
Your knowledge base. Upload what customers should do before and after each treatment, and your payment terms, so AeroChat can answer the follow-up questions.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect GorillaDesk, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from GorillaDesk’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

How AeroChat checks who is asking before it shares an amount.
What preparation advice it gives for each service.
Who handles plan changes and disputes.

The result to expect

Customers get their next visit date and balance in seconds, from the same records your office works from. Your team handles the changes and disputes, and access notes are on the customer before the technician arrives.

Measure it with your own numbers: visit and invoice questions answered without a person, and wasted visits from locked gates, for a month before and after.

Next: add chat enquiries to GorillaDesk as customers.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same GorillaDesk connection behind it. See what each channel does on the GorillaDesk integration page.

Answer your first visit question from GorillaDesk

Paste the recipe, add your GorillaDesk key, and ask the chat about a test customer under your own number.

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On Shopify? Install AeroChat from the Shopify App Store.